[Quest]
One of the things discussed at length at the Questchat was the proposal process. Wondering where the miscommunication and differences in expectations were occuring, we turned to the website. There we found our answer. While the Proposal outline under the GM tab is a helpful reminder to those who have run games recently, it could benefit from a little clarification/streamlining. Below is the document we came up with to hopefully make things a little clearer, which should lead to significantly less confusion from the get-go.
Obviously the document below isn't perfect, and still needs the proposal template (which I'm currently working on), but I'd love to hear thoughts/support/dissenting opinions on what we came up with.
PROPOSAL DOCUMENT:
Putting Together the Idea
If you have an idea, contact the Events Committee (events@quest.org). They will work with you to develop a game proposal, and will assign a member of the committee to act as a liaison.
Writing a Proposal
• Download the proposal template (which includes instructions and physical template) from the Quest web site, and use it to create your proposal and supporting documents.
• Here are some information links: (insert links here)
• If you’re planning a meal, Secure a kitchen staff (# of People, what constitutes kitchen staff, example meals)
• Recruit 1/3 of NPC staff, specifically development staff and major face parts (inc. average number of NPCs needed for each type of event). If you need help recruiting, the Events Committee liaison will assist you in forming a roster.
• When the proposal is complete, your liaison will schedule an Events proposal meeting on behalf of the committee. This will let them review the proposal before the meeting, making the proposal meeting shorter and easier.
The Proposal Meeting
• Print 8 copies of the proposal (if in-person meeting)
• During a proposal meeting: (insert summary)
Submitting Your Teaser
• Finalize your teaser ASAP. The Publisher (publisher@quest.org) will work with you to ensure that all guidelines for the teaser are met before the teaser is posted online.
Writing and Design Process (separate stuff you have to write from people you need to contact)
• Write your packet. example packets as well as a packet template. (action point: Jenn J)
• Work with the Scheduler to get reservations for the spaces you want. If you think you're going to need more spaces reserved, talk to the Scheduler as soon as you know.
• (If you're running a one-shot game or CG Unique Event, get the PCs the info they need to form character and party ideas ASAP! They will need more time to do this than for a CG game)
• Awareness cards
• Write three Lore sheets (remember, these can be any three you want, not just "Monster/Area/Item") and special Lore for Sages (insert lore guidelines)
• Write state-of-being scrolls for items, potions, in-game documents
• Talk to the Props Manager and figure out what costumes and props are already in Quest stock that you can re-use-----construct additional props (as needed) and make costumes (as needed)
• Write contingency plan in case it rains/snows
• If your game features in-game penalties for players who show up late, figure out what those penalties will be
• If you have gameworld news that should precede your game, inform the GW Chair as soon as possible, as it needs GWC approval before it can go out.
• Send out the staff packet at least one week ahead of time per number of days of the game (i.e. at least one week ahead of time for tavern nights, two weeks for two-days, three weeks for weekend games)
• (games with meals only) Make sure kitchen staff is accounting for dietary restrictions
• (weekend games only) Talk to the Treasurer to figure out how you're going to pay (or get reimbursed) for the huge amount of food you'll need to buy
At Least A Month Before the Game
• Get all of your magic items approved by the GWC (unless you already did this in your game proposal)
• Get all of your new monsters and races approved by the GWC (unless you already did this in your game proposal)
• Get the amount of your treasure approved by the GWC (unless you already did this in your game proposal)
• Get your important political figures approved by the GWC (unless you already did this in your game proposal)
A Month Before the Game
• (weekend games) Weekend games have their registration deadline at this point, so send the Ops Committee a list of all the people who have registered so far
A Week Before the Game
• Arrange with Props Manager when you or your staff will meet at props storage to pick up the props
• Arrange for props to get from props storage to the game site
• Arrange for props to get back from the game site to the props storage
• Check in with the DOp to make sure check-in is on track
• (weekend games only) Talk to the Events Coordinator to find out when it's acceptable for you to show up at the camp (INCLUDE LINKS)
• Reconfirm all staff and locations
Day of Game
Transport props, check locations, NPC meetings, distribute props and check-in, run game
Right After the Game
• Work with Ops to make sure site is clean
• Take back the props to props storage
By the Time of the Next Proposal Meeting After Your Game
• Send Thank You to NPCs
• Turn in a postgame report to the EC.
• Mail a copy of your packet, your Lore sheets, and any other relevant documents to the Game World Chair so that your material gets into the archives
• If you'd like others to see your packet, clean it up as necessary, and mail it to the Publisher.